Office Move Planning

Planning Your Office Move

Arpin Moving Systemsspecializes in moving commercial establishments throughout the Greater Atlanta Area: specifically Metro Atlanta, Marietta, Roswell, Alpharetta, Cumming, Lawrenceville & Gainesville areas.Each job poses its own unique challenges, but there is one basic that all successful moves have in common - careful pre-move planning.While we don't think that even following these points to the letter will make moving one of those things you'd want to do once a year, it will help you save time, money and frustration.

Choosing a moving firmPrice is, of course, one of the determining factors in choosing a moving company. But before you make a hasty decision you should evaluate the moving companies according to the points below. Look beyond the written proposal.* Is the firm considered reliable? Check on the reputation and background of each bidder. Former customers and suppliers are good sources.* Will some of the work be subcontracted? If so, to whom? Why?* Are all the bidders accustomed to handling moves similar in size and type to yours?* Do the proposals show exactly what is covered?* Which firm has the most comprehensive insurance coverage? Is there an extra charge?* Will the moving company commit to a firm - fixed fee?After choosing a mover, sign the contract as soon as possible. A reliable moving firm can assist you in the planning stage of your relocation.

Checking building rules, regulations and access* Restrictions of access? Are there any times during the day, or any days during the week that moving is not allowed? Check your old building as well as your new building on that score.* Elevators and loading areas available at the time your mover will need them? Again, the building you are in now is just as important as the one you are moving into.* Airtight commitments from the contractor who is preparing your new space that everything will be completed 24 hours before you are scheduled to move in? (This will allow you to check the premises and avoid delay or cancellation charges.)* Instructions on whom to contact in case of an emergency? Or how to contact the fire department, the security and elevator maintenance companies.

Setting the moving dateWhatever date you have in mind, be sure that you have talked it over with:* The contractors: the painters, paperhangers, carpet layers, plumbers, etc. Unless the building management handles all of this, moving day has to coordinate with the completion of your new offices.* The telephone company. To keep your business running continuously, your communications system has to be installed, at least partially, before your furniture and computers arrive.* The design firm. They should prepare complete furniture layouts, including location of files. (if you don't have a designer, prepare this placing yourself.)* A competent moving firm with years of commercial moving experience, such as Arpin Moving Systems, can be of assistance in helping you determine the most efficient use of space in your new office.* Systems furniture installers specializing in the deinstallation and reinstallation of modular furniture systems. This activity must be closely coordinated with the move.

Preparing your employees* Your employees can make the move a pleasant experience, or they can make it a nightmare for you, for your customers and the moving firm. Generally speaking, employees who have been informed of the relocation well in advance will cooperate fully.* The information that is crucial for each person is: Date of move. Exact address and telephone number, including highway intersections and public transportation availabilities. Parking facilities (where, how expensive). Lunch and dinner facilities nearby.* If you are moving to a new building just for your firm, include a map of the building showing locations of copy center, mail rooms, lunch rooms, supply areas, etc.* In order to make the move smoother, assign one person from each department to coordinate preparations for moving of that particular section. Assign a person to handle the distribution of keys or security cards to authorized personnel.

Notify: The utilitiesWater, gas and electricity, unless they are covered under your lease. Be sure to tell them the date on which you want the service switched. Janitorial and trash removal services. The alarm or security systems companies. If it is handled by the building management you don't have to worry about it, but if your business is contracting with a security systems company now and expects to use them in the new location they should be notified early enough to check out the new premises. The fire department, if this is not handled by the building management.

Notify: Computer and other equipment companiesMany electronic components need to be serviced by the vendor's representatives before being moved. Machines usually included in that category are:* PC's, Monitors and Servers* Printers* Copiers* Fax machines* Mailing Machines* Lab EquipmentHowever, you may have other machinery and equipment that requires servicing for a move. You can either ask the vendor representative or your mover whether servicing is needed. A competent mover should be able to tell you whether it was necessary the last time they moved a machine like yours.

OSHA:Contact for the necessary permits.

Building Management:A locksmith to provide you with the necessary keys, if they are not supplied by the building management.

Your Insurance Company:Remember to contact your insurance company.

The Post Office:Let them know about your move about 1 week prior to the actual move.The circulation departments of the papers and magazines you subscribe to. (Allow 4-6 weeks if possible.)

Suppliers:Allow about two weeks for the information to go through channels to the mail room. If you have suppliers who ship to you on a regular basis, you could be held responsible for re-consignment charges unless you have given ample notice of your change of address.

Your customers:They deserve a good-looking, well-thought-out notification so that they know when you are moving, where you are moving and how you can be contacted in the future.

Remember your stationery:Ideally, all your business forms, from letterheads to statements, should be reprinted to reflect the new address and phone number (check the numbers very carefully in proofing the copy). However, if you have a large stock, an overprint of the new information may be possible. Allow ample time for either.